Data communication device, computer readable medium and method for transmitting and managing data

ABSTRACT

A data communication device capable of facilitating file management compared to conventional methods is provided. The data communication device includes an image file storage portion for memorizing an image file to be sent to a user at the other end, a transmission information setting portion for setting transmission information necessary for sending the image file to the user at the other end, a file combining portion for generating a composite file by adding the transmission information to the image file and an e-mail message transmission portion for sending the generated composite file to the user at the other end.

This application is based on Japanese Patent Applications No.2003-163577 filed on Jun. 9, 2003 and No. 2004-016376 filed on Jan. 23,2004, the contents of which are hereby incorporated by reference.

BACKGROUND OF THE INVENTION

1. Field of the Invention

The present invention relates to a data communication device for filetransmission or file reception and a computer readable medium.

2. Description of the Related Art

Conventionally, there are proposed methods for transmitting image datathat are obtained by scanning a document or in other ways to a device atthe other end (at the receiving end) and methods for managing the data.According to a method described in Japanese unexamined patentpublication No. 10-32653, for example, a facsimile machine is used tosend image data to a device at the receiving end. The device stores thereceived image data in the form of a file in a memory portion formanagement.

According to a method described in Japanese unexamined patentpublication No. 2002-359645, a device at the sending end transmitsfacsimile data to a device at the receiving end in the form of an e-mailattachment. On this occasion, the device at the sending end adds akeyword to a header of an e-mail message. The device at the receivingend manages the attachment along with the e-mail message.

In this way, a device at the receiving end electronically memorizesreceived data as a file instead of outputting the received data topaper, allowing for easy management of the received data.

Data attached to an e-mail message (an attachment) are usually usedafter being transferred to a directory other than a directory of anin-box in e-mail software (a directory or a recording medium for auser's work, for example) or after being copied.

As the number of files memorized by a device at the receiving endincreases, it becomes difficult for a user to find a desired file. Then,for example, the method mentioned above is conceivable in which areceived file is associated with a keyword added to an e-mail messagefor management (Japanese unexamined patent publication No. 2002-359645).Thereby, a desired file can be searched with reference to the keyword.

According to the method, however, it is required to use e-mail softwarein order to search a file in reference to a keyword. This is because thekeyword is added to a header of an e-mail message. When a user isinterested in an attribute including a transmission source of a file, itis also required to use e-mail software for similar reasons.

Accordingly, when a file is transferred to a directory different from adirectory of an in-box in e-mail software or others, association betweenthe file and the e-mail message is lost. Thus, it becomes impossible tosearch the file with reference to a keyword and to know an attributesuch as a transmission source of the file, making file managementdifficult.

SUMMARY OF THE INVENTION

The present invention is directed to solve the problems pointed outabove, and therefore, an object of the present invention is tofacilitate file management for a user who receives a file compared toconventional methods.

According to one aspect of the present invention, a data communicationdevice includes a file memory portion for memorizing a first file to besent to a user at the other end, a transmission information settingportion for setting transmission information necessary for sending thefirst file to the user at the other end, a file generation portion forgenerating a second file by adding the transmission information to thefirst file, and a transmission portion for sending the generated secondfile to the user at the other end.

In a preferred embodiment, the data communication device furtherincludes an encryption portion for encrypting contents of apredetermined item of the transmission information. The file generationportion generates the second file by adding the transmission informationwhere the contents of the predetermined item are encrypted to the firstfile.

Further, the data communication device includes a designation acceptanceportion for accepting a designation whether or not the encryptedcontents of the transmission information of the first file are allowedto be disclosed to the user at the other end from a sender of the firstfile, and a decryption information transmission portion for sendingdecryption information for decrypting the encrypted contents to the userat the other end when a designation is accepted in which the encryptedcontents are allowed to be disclosed to the user at the other end.

According to another aspect of the present invention, a datacommunication device includes a file generation portion for generating asecond file by adding transmission information that is set by a user atthe other end in order to send a first file to the first file sent fromthe user at the other end, and a file storage portion for storing thegenerated second file in a storage medium.

Each of the data communication devices mentioned above can be structuredas follows.

The data communication device further includes a display setting portionfor setting whether or not the transmission information is displayed.The file generation portion generates the second file by setting a fontused for displaying the transmission information to transparent when thedisplay setting portion sets that the transmission information is notdisplayed.

Further, the transmission information includes plural items, the displaysetting portion sets whether or not contents of the items of thetransmission information are displayed for each of the items, and thefile generation portion generates the second file by adding contents ofan item that is set to be displayed to the first file as a text objectusing a chromatic font, and generates the second file by adding contentsof an item that is set to be not displayed to the first file as a textobject using a transparent font, both the items being a part of theitems of the transmission information.

Furthermore, the data communication device further includes a displaysetting portion for setting whether or not the transmission informationand contents of the first file are displayed on a common page. The firstfile is a file of a document including one or more pages, and the filegeneration portion generates the second file by inserting a text objectindicative of contents of the transmission information into a first pageof the first file when the transmission information and the contents ofthe first file are set to be displayed on the common page, and generatesthe second file by adding a new page to insert the text objectindicative of the contents of the transmission information into the newpage when the transmission information and the contents of the firstfile are set to be not displayed on the common page.

The present invention facilitates file management for a user whoreceives a file compared to conventional methods. Additionally,transmission information can be protected more properly and leakage ofconfidential information can be prevented.

These and other characteristics and objects of the present inventionwill become more apparent by the following descriptions of preferredembodiments with reference to drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a diagram showing an example of a general structure of ane-mail transmission and reception system.

FIG. 2 is a diagram showing an example of a functional structure of atransmission terminal and a reception terminal.

FIG. 3 shows an example of an e-mail creation screen.

FIG. 4 is a table showing an example of set contents of transmissioninformation.

FIG. 5 shows an example of a display setting screen.

FIG. 6 shows a display example of a document based on a composite file.

FIG. 7 is a diagram showing an example of a structure of a compositefile.

FIG. 8 shows a modification of the structure of the composite file.

FIG. 9 shows an example of a file search screen.

FIG. 10 shows an example of a search result screen.

FIG. 11 is a flowchart explaining an example of a flow of a process inthe transmission terminal at the time of transmitting an e-mail message.

FIG. 12 is a flowchart explaining an example of a flow of a compositefile generation process.

FIG. 13 is diagram showing an example of a functional structure of areception terminal in a second embodiment.

FIG. 14 is a flowchart explaining an example of a flow of a process inthe reception terminal after receiving an e-mail message in the secondembodiment.

FIG. 15 shows an example of an encryption setting screen.

FIG. 16 shows an example of a display setting screen.

FIG. 17 shows a modification of the file structure of the compositefile.

DESCRIPTION OF THE PREFERRED EMBODIMENTS First Embodiment

FIG. 1 is a diagram showing an example of a general structure of ane-mail transmission and reception system 100, FIG. 2 is a diagramshowing an example of a functional structure of a transmission terminal2 and a reception terminal 3, FIG. 3 shows an example of an e-mailcreation screen HG1, FIG. 4 is a table showing an example of setcontents of transmission information 81, FIG. 5 shows an example of adisplay setting screen HG2, FIG. 6 shows a display example of a documentbased on a composite file F2, FIG. 7 is a diagram showing an example ofa structure of the composite file F2, FIG. 8 shows a modification of thestructure of the composite file F2, FIG. 9 shows an example of a filesearch screen HG3 and FIG. 10 shows an example of a search result screenHG4.

As shown in FIG. 1, the e-mail transmission and reception system 100includes the transmission terminal 2, the reception terminal 3 and acommunication line 4. The transmission terminal 2 can send an e-mailmessage to the reception terminal 3 via the communication line 4, a mailserver or others. As the communication line 4, for example, theInternet, an intranet, a public line, a dedicated line or the like is inuse.

The transmission terminal 2 can send an e-mail message with anattachment to the reception terminal 3 via the communication line 4. Asthe transmission terminal 2 and the reception terminal 3, a mobileterminal such as a personal digital assistant (PDA), a personalcomputer, a workstation or the like is in use. An image input device 5is connected to the transmission terminal 2. The image input device canbe a scanner, a digital camera or other. Further, the transmissionterminal 2 or the reception terminal 3 can be a multifunction peripheral(sometimes called an MFP) in which functions of a copier, a printer, ascanner, a facsimile machine, a document server or others areconsolidated.

On a magnetic storage device of the transmission terminal 2 areinstalled programs and data for realizing functions of various portionsincluding an image input portion 201, an image file storage portion 202,a transmission information setting portion 203, a display settingportion 204, a file combining portion 205, an e-mail messagetransmission portion 206 and an encryption processing portion 207, allof which are shown in FIG. 2.

On a magnetic storage device of the reception terminal 3 are installedprograms and data for realizing functions of various portions includingan e-mail message reception portion 301, a received file managementportion 302, a file display portion 303, a file search portion 304 and adecryption processing portion 305, all of which are shown in FIG. 2.

These programs and data are loaded on a RAM in each of the terminals asrequired and the programs are executed by each CPU. Thus, a function ofeach of the portions shown in FIG. 2 is realized as described below.

The image input portion 201 inputs data of an image obtained by scanninga document or shooting from the image input device 5. The input imagedata are stored as an image file F1 in the image file storage portion202. Alternatively, image data may be edited using application softwaresuch as image edit software or desktop publishing (DTP) software to bestored as an image file F1.

Hereinafter, an explanation is made to a case of an image file F1created in PDF of Adobe Systems Incorporated, for example. This PDFenables a document including plural pages to be saved as one file.Accordingly, plural input images can be saved as one image file F1.

The transmission information setting portion 203 sets transmissioninformation 81 that is necessary to attach an image file F1 to an e-mailmessage EM to send the same to the reception terminal 3. This settingcan be performed in the following procedure.

A user of the transmission terminal 2 starts up e-mail software that isinstalled on the transmission terminal 2, so that the e-mail creationscreen HG1 shown in FIG. 3 is displayed on a display device.

In a text box TX11 is entered a name or an e-mail address of a sender,i.e., the user of the transmission terminal 2. In a text box TX12 isentered an e-mail address or others of a recipient, i.e., a user at adestination of an image file F1. When the same image file F1 is intendedto be sent to another user, an e-mail address or others of the user isentered in a text box TX13. As described later, the e-mail addressesentered in the text boxes TX12 and TX13 will be visible to all users whoreceive the e-mail message EM. When the sender wishes to keep an e-mailaddress of a destination private, the sender enters the e-mail addressin a text box TX17.

In text boxes TX14 and TX15 are entered a title (subject) and a body ofan e-mail message, respectively. In a text box TX16 is entered a pathname or a file name of the image file F1 to be attached for designation.

Referring to FIG. 2 again, when an e-mail address is entered in the textbox TX17, the encryption processing portion 207 encrypts the e-mailaddress to generate private data SDT. The encryption is performed byknown methods. Hereinafter, a conventional encryption system in which apassword is used as an encryption key is taken as an example forexplanation.

Before generating the private data SDT, the encryption processingportion 207 requests the sender to enter a password for encryption. Theencryption processing portion 207 uses the entered password as anencryption key to encrypt the e-mail address indicated in the text boxTX17, so that the private data SDT are generated.

The transmission information setting portion 203 converts the itemsentered in the text boxes TX11-TX15 to text data. Further, thetransmission information setting portion 203 converts a date and timewhen the e-mail message is created on the e-mail creation screen HG1(hereinafter, simply referred to as a “date”) to text data. Then, thetransmission information setting portion 203 sets transmissioninformation 81 as shown in FIG. 4 based on the contents that have beenconverted to text data and the private data SDT generated by theencryption processing portion 207. In this embodiment, although thecontents entered in the text box TX16 (a path to the image file F1) arenot included in the transmission information 81, the contents may beincluded therein. It can be changed appropriately or can be selected bythe user which items are included in the transmission information 81.

The display setting portion 204 sets how to display the contents of thetransmission information 81 together with an image relating to the imagefile F1 in the reception terminal 3 that is a destination. Such settingis performed in the following procedure.

After creating the e-mail message on the e-mail creation screen HG1shown in FIG. 3, the user at the transmission terminal 2 clicks adisplay set button BN11. Then, the display setting screen HG2 showinglayout samples (referred to as “template(s)” below) is displayed asshown in FIG. 5.

These templates show types of layouts for displaying the transmissioninformation 81. The user selects a preferable template among thetemplates by selecting one option button in an option button group SB11.Further, the user selects on which page the transmission information 81should be displayed by selecting one option button in an option buttongroup SB12. The display setting portion 204 sets display information 82based on the selected contents.

When a set button BN21 is clicked after the selection mentioned above,the display setting screen HG2 is closed and the e-mail creation screenHG1 shown in FIG. 3 is displayed again. When a send button BN12 isclicked, the file combining portion 205 in FIG. 2 inserts thetransmission information 81 set by the transmission information settingportion 203 into the image file F1 based on the display information 82set by the display setting portion 204. Thus, the file combining portion205 generates a composite file F2 for displaying a document including animage (image object) and a text (text object) shown in FIG. 6. Thecomposite file F2 is specifically generated by the following procedure.

It is supposed that the display information 82 is set as a “type B” and“overlaid on the first page for display”, for example (see FIG. 5). Inthis case, a display position of each of a date (Date), a sender (From),a destination address (To), another destination address (Cc) and anotherdestination address to be concealed (Bcc), i.e., coordinates thereof ina page, a font size and a font color that are used for display aredetermined in accordance with a layout shown in a template of the typeB.

Referring to the example shown in FIG. 5, it does not appear that thetype B includes a subject (Title) and a body. This does not mean thatthe composite file F2 is generated so as not to include informationrelating to the subject and the body. This means that the composite fileF2 is generated so that the subject and the body are merely hidden.

In this embodiment, a font color of each of the subject and the body is“transparent” in order to hide the subject and the body with informationconcerning the subject and the body being included in the composite fileF2. As font colors of information concerning items other than thesubject and the body, various colors including white, black, gray, red,blue and green are in use. The same applies to a case where a “type C”is selected.

Then, as shown in FIG. 7, contents of each item included in thetransmission information 81 are associated with the item name andinformation about the determined display position, font size and fontcolor, then to be inserted after image data A on the first page. In thisway, the composite file F2 into which the transmission information 81 iswritten is generated. In this regard, however, as to an item including“encryption: Yes” (here, another destination address to be concealed(Bcc)), “transparent” is used irrespective of the selected type.

In the example shown in FIG. 5, when “added as a front page for display”is selected instead of “overlaid on the first page for display”, a newpage is added as the first page, so that all original pages includingthe image file F1 are brought backward in increments of one page asshown in FIG. 8. Then, the transmission information 81 is written intothe added page to generate a composite file F2. In short, the added pageserves as a front page of image data to be transmitted.

Referring to FIG. 2 again, the e-mail message transmission portion 206sends an e-mail message EM to destinations specified in the transmissioninformation 81, i.e., the addresses of “To”, “Cc” and “Bcc” that areentered in the text boxes TX12, TX13 and TX17, respectively.

The e-mail message transmission portion 206 sends an e-mail message EMto users of “To” and “Cc” in the following procedure. The e-mail addressspecified in “Bcc” is deleted from the transmission information 81included in the composite file F2. Then, an e-mail message EM to whichthe composite file F2 is attached is sent to the users of “To” and “Cc”.Further, the composite file F2 in which the e-mail address specified in“Bcc” is not deleted may be attached to an e-mail message EM so as tosend the same. Since the e-mail address specified in “Bcc” is encrypted,the e-mail address cannot be known unless the users of “To” and “Cc”break the encryption by obtaining the encryption key or in other ways.

With respect to a user of “Bcc”, the e-mail message transmission portion206 sends an e-mail message EM to which the composite file F2 isattached without the deletion mentioned above. Additionally, theencryption key for the private data SDT (the encrypted e-mail address of“Bcc”) included in the composite file F2 is also transmitted to the userof “Bcc”. The encryption key is added to the e-mail message EM to whichthe composite file F2 is attached for transmission. Alternatively, theencryption key may be attached to an e-mail message other than thee-mail EM for transmission. On this occasion, however, the two e-mailmessages are linked with each other or other ways are used, so that arelationship between the encryption key and the private data SDT isknown in the reception terminal 3.

Thus, image data to be sent are completely transmitted to the receptionterminal 3.

In the reception terminal 3, when the e-mail message reception portion301 receives the e-mail message EM, the composite file F2 as anattachment is stored in the received file management portion 302. Inthis way, composite files F2 transmitted from each transmission terminal2 accumulate in the received file management portion 302.

The received file management portion 302 uses a part of the magneticstorage device in the reception terminal 3 as a memory area forcomposite files F2. Alternatively, it is also possible to use a mediumsuch as an MO, a CD-R, a DVD-R or a DVD-RAM. On this occasion, a harddisc drive corresponding to each of the media is connected to thereception terminal 3 beforehand.

The file search portion 304 performs processing for searching acomposite file F2 that a user desires from composite files F2accumulated in the received file management portion 302. The processingis performed in the following procedure.

A user operates the reception terminal 3 to display the file searchscreen HG3 shown in FIG. 9. Then, the user enters a keyword for asearch, a date or others in a predetermined text box to click a searchbutton BN31.

The file search portion 304 seeks a composite file F2 includingtransmission information 81 corresponding to the entered keyword orothers in the received file management portion 302. Then, as shown inFIG. 10, file names and thumbnails (sample images) of the soughtcomposite files F2 are displayed in the form of a list as the searchresult screen HG4. Here, a text object in which a transparent font isused becomes a search target.

However, when the item of “Bcc” is made a keyword, search processing isperformed as follows. When a user who receives a composite file F2receives an encryption key corresponding to private data SDT (see FIG.4) included in the composite file F2, the decryption processing portion305 uses the encryption key to decrypt the private data SDT and convertit to a plain text. Then, the plain text and the keyword are checkedagainst each other for initiating a search. Before conducting thesearch, it is possible to make the user enter a password that is theencryption key. Concerning private data SDT (an e-mail address of “Bcc”)whose corresponding encryption key is not received, the searchprocessing is skipped. A structure in which a search is attemptedregardless of whether an encryption key is received or not may bepossible. However, it is natural that a search cannot be conductedsuccessfully without an encryption key.

When a file name or a thumbnail within the search result screen HG4 isclicked, the file display portion 303 performs processing for displayingcontents of a composite file F2 corresponding to the clicked file nameor thumbnail. More particularly, the file display portion 303 starts upapplication software depending on file type of the composite file F2(Acrobat Reader of Adobe Systems Incorporated, for example) to open thecomposite file F2, so that the contents of the composite file F2 aredisplayed.

The contents of “Bcc”, however, are displayed only when the userreceives an encryption key corresponding thereto from the transmissionterminal 2 and colors other than transparent are designated as a fontcolor (see FIGS. 7 and 8).

FIG. 11 is a flowchart explaining an example of a flow of a process inthe transmission terminal 2 at the time of transmitting an e-mailmessage EM and FIG. 12 is a flowchart explaining an example of a flow ofa composite file generation process.

Next, an explanation is made to a flow of a process when image dataobtained by the image input device 5 are sent from the transmissionterminal 2 to the reception terminal 3 with reference to the flowcharts.

First, a user enters his/her user ID and password to logon to thetransmission terminal 2. Alternatively, the user may enter his/her userID and password at the time of starting up e-mail software.

Then, the transmission terminal 2 performs user identification based onthe entered user ID and password as shown in FIG. 11 (#10). When thecorrect user ID and password are not entered (No in #10), the usercannot send image data.

When the user is identified (Yes in #10), the user enters required itemson the e-mail creation screen HG1 (see FIG. 3) to create an e-mailmessage EM. After that, the user selects a preferable template (adisplay type of transmission information) and a display method oftransmission information using the display setting screen HG2 (see FIG.5). Thus, the transmission terminal 2 obtains information for generatingtransmission information 81 (see FIG. 4) and display information 82(#11).

The transmission terminal 2 encrypts an e-mail address indicated in“Bcc” of entered items to generate the transmission information 81 andthe display information 82 (#12). Before or after the processing in step#12 or in parallel with the processing, an image to be sent togetherwith the e-mail message EM is loaded to obtain an image file F1 (#13).

Processing of adding the transmission information 81 to the image fileF1, i.e., processing of generating a composite file F2 is performed(#14). This processing is carried out by the procedure shown in theflowchart of FIG. 12.

Referring to FIG. 12, image data are read out from the image file F1(#31), and the transmission information 81 is converted to a text format(#32). When a template for layout is designated, i.e., when the displayinformation 82 is set (Yes in #33), the display information 82 is readout (#34) to combine the transmission information 81 with the imagerelating to the image file F1 in accordance with the display information82 (#35). In this way, a composite file F2 having a file structure asshown in FIG. 7 or FIG. 8 is generated (#39).

When no template for layout is designated (No in #33), a font color usedfor displaying all items included in the transmission information 81 isset to transparent to combine the transmission information with theimage relating to the image file F1 (#36). Thereby, a composite file F2in which the transmission information 81 is set to non-display isgenerated (#39).

In the case of generating a composite file F2 to be sent to a userindicated in “To” or “Cc”, it may be possible to delete informationabout an e-mail address specified in “Bcc” from the transmissioninformation 81 (Yes in #37, and #38).

Referring to FIG. 11 again, the generated composite file F2 istransmitted to an e-mail address indicated in the transmissioninformation 81 as an attachment to the e-mail message EM. When adestination is a user (an e-mail address) specified in “Bcc”, anencryption key (password) that was used for encryption is alsotransmitted.

The reception terminal 3 receives the e-mail message EM to store thecomposite file F2 attached to the e-mail message EM in the received filemanagement portion 302 (see FIG. 2). A user at the reception terminal 3can browse and search the composite file F2 only when the user isidentified by entering a correct user ID and password. Additionally, theuser can browse and search an encrypted e-mail address specified in“Bcc” (private data SDT) only when the user receives an encryption keycorresponding to the private data SDT.

In the present embodiment, a composite file F2 generated by addingtransmission information 81 to an image file F1 is transmitted to a userat the other end as an attachment to an e-mail message EM. Thereby, theuser at the other end (a recipient) can easily manage the received file(the composite file F2) without any regard for the relativity of thefile to the e-mail message EM.

Even if many files accumulate in the received file management portion302, for example, a desired file can be easily searched without e-mailsoftware. In addition, even if a file is copied or transferred toanother directory or another storage medium, added transmissioninformation 81 can be referred to, ensuring that attribute such as thetransmission source of the file can be recognized easily.

Since an item name is added to each item included in transmissioninformation 81, it is possible to know what each piece of informationadded to a received file means easily. Additionally, a file search ispossible by designating an item.

A transparent font is used with respect to an item that is not intendedto be displayed of all items included in transmission information 81.This enables such an item to be a target of search with being hidden.

Information that a user does not wish to disclose to other users isencrypted for transmission, the information including an e-mail addressspecified in “Bcc”. Accordingly, it is possible to improve securitycompared to conventional methods.

In the present embodiment, only information specified in “Bcc” (ane-mail address) of items included in transmission information 81 isencrypted for transmission. However, information specified in otheritems may be encrypted for transmission. For example, it is possiblethat an encryption setting screen HG6 (see FIG. 15), which is describedlater, is displayed and a sender designates which item information isencrypted.

It is also possible to prepare Two “Bcc”. On the e-mail creation screenHG1 (see FIG. 3), for example, a “first Bcc” and a “second Bcc” areprepared so that two destination addresses can be specified. Thespecified destinations (e-mail addresses) are encrypted using anencryption key designated by a sender. Then, the encryption key is sentto the destination designated as the “first Bcc”, while no encryptionkey is sent to the destination designated as the “second Bcc”. Stateddifferently, only a user at the destination designated as the “firstBcc” can know an e-mail address specified in the “first Bcc” and ane-mail address specified in the “second Bcc”.

Second Embodiment

FIG. 13 is diagram showing an example of a functional structure of areception terminal 3 in a second embodiment and FIG. 14 is a flowchartexplaining an example of a flow of a process in the reception terminal 3after receiving an e-mail message EM in the second embodiment.

In the first embodiment, a composite file F2 is generated in thetransmission terminal 2. On the contrary, in the second embodiment, acomposite file F2 is generated in the reception terminal 3. A generalstructure of an e-mail transmission and reception system 100 in thesecond embodiment is the same as the case of the first embodiment (seeFIG. 1).

On a magnetic storage device of the reception terminal 3 according tothe second embodiment are installed programs and data for realizingfunctions of various portions including an e-mail message receptionportion 311, a received file management portion 312, a file displayportion 313, a file search portion 314, a display setting portion 315and a file combining portion 316, all of which are shown in FIG. 13.

It is sufficient that a transmission terminal 2 has a function ofattaching an image file F1 to an e-mail message EM to send the e-mailmessage EM. It is not always necessary that the transmission terminal 2have a function for generating a composite file F2 (the file combiningportion 205 in FIG. 2).

A user at the transmission terminal 2 starts up e-mail software to entera sender (From), a destination address (To), another destination address(Cc), a subject (Title), a body and others for creation of an e-mailmessage EM. Further, the user designates an image file F1 to be attachedto the e-mail message EM. Then, the user transmits the e-mail message EMto the reception terminal 3.

After receiving the e-mail message EM sent from the transmissionterminal 2, the e-mail message reception portion 311 in the receptionterminal 3 extracts the image file F1 attached to the e-mail message EM.In addition, the e-mail message reception portion 311 extractsinformation relating to a sender of the e-mail message EM and others astransmission information 81 (see FIG. 4). However, transmissioninformation 81 of an e-mail message EM that a user specified in “To” or“Cc” receives does not include an item of “Bcc”. Although transmissioninformation 81 of an e-mail message EM that a user specified in “Bcc”receives includes an item of “Bcc”, the item is not encrypted.

The display setting portion 315 performs the same processing as thedisplay setting portion 204 (see FIG. 2) in the first embodiment. Moreparticularly, a window similar to the display setting screen HG2 shownin FIG. 5 is displayed on a display device in the reception terminal 3.Then, the display setting portion 315 makes a user select layout orothers, setting how to display contents of transmission information 81together with an image of an image file F1.

The file combining portion 316 performs the same processing as the filecombining portion 205 (see FIG. 2) in the first embodiment. Morespecifically, the file combining portion 316 inserts extractedtransmission information 81 into an image file F1 based on displayinformation 82 set by the display setting portion 315, so that acomposite file F2 is generated. The generated composite file F2 isstored in the received file management portion 312.

Similarly to the file display portion 303 and the file search portion304 in the first embodiment, the file display portion 313 and the filesearch portion 314 perform processing for displaying contents of acomposite file F2 and processing for searching a composite file F2,respectively.

Next, a flow of a process of generating a composite file F2 in thereception terminal 3 is described with reference to the flowchart shownin FIG. 14. After receiving an e-mail message EM (#21), the receptionterminal 3 extracts an image file F1 as an attachment and transmissioninformation 81 of the e-mail message EM (#22).

A user selects a preferable template (display type of transmissioninformation) and a display method of transmission information on thedisplay setting screen HG2 (see FIG. 5). The transmission terminal 2sets display information 82 based on the selected contents (#23).

The reception terminal 3 generates a composite file F2 based on theextracted image file F1, the extracted transmission information 81 andthe set display information 82 (#24). The procedure for generating thecomposite file F2 is almost the same as that of the flowchart shown inFIG. 12. However, the steps #37 and #38 in FIG. 12 are not performed.Then, the generated composite file F2 is stored in the received filemanagement portion 312 (see FIG. 2)(#25).

According to this embodiment, similarly to the first embodiment, acomposite file F2 can be easily managed without any regard for therelativity of the file to the e-mail message EM. Particularly, thisembodiment is useful for a user who receives e-mail messages EM with anattachment from unspecified users.

FIG. 15 shows an example of an encryption setting screen HG6. It ispossible to encrypt information that is undesirable to be disclosed toothers, such as confidential information between a sender and arecipient, of transmission information 81 for management. On thisoccasion, for example, the reception terminal 3 may be constituted asfollows.

The display setting portion 315 shown in FIG. 13 displays the encryptionsetting screen HG6 as illustrated in FIG. 15. A user at the receptionterminal 3 clicks a checkbox CB6 corresponding to an item to beencrypted of items included in transmission information 81 of receivede-mail message EM to check a box and enters a password as an encryptionkey in a text box TX6 for setting. Then, the user clicks a set buttonBN6.

The file combining portion 316 encrypts only information of an itemwhose checkbox CB6 is checked of items included in the transmissioninformation 81 by using the set encryption key (password). After that,the file combining portion 316 inserts this transmission information 81into an image file F1 thereby to generate a composite file F2.

The file display portion 313 displays encrypted information only when auser who logons to the reception terminal 3 is identical to a user whohas set an encryption key of the information or when a user has anencryption key of the information (i.e., knows a password). Similarly,the file search portion 314 covers encrypted information as a searchtarget only in any one of the cases mentioned above.

Under the constitution mentioned above, a recipient operates theencryption setting screen HG6, which facilitates encryption ofinformation to be kept private among transmission information 81 of areceived composite file F2. Thus, leakage of confidential informationcan be prevented even if a received composite file F2 is inadvertentlytransferred to others or even if others access to a composite file F2 ina unauthorized manner.

FIG. 16 shows an example of a display setting screen HG5 and FIG. 17shows a modification of the file structure of the composite file F2.

In the first and second embodiments, the transmission information 81shown in FIG. 4 is added to generate a composite file F2. However,information other than the information shown in FIG. 4 may be added astransmission information 81. For instance, server addresses throughwhich an e-mail message EM passes until being reached the receptionterminal 3 may be added.

A composite file F2 may be transmitted (transferred) to the receptionterminal 3 based on communication protocol such as File TransferProtocol (FTP), Server Message Block (SMB) or the like. In this case, itis sufficient that network addresses of a transmission source (atransference source) and a destination are added as transmissioninformation 81.

As the transmission terminal 2 or the reception terminal 3 shown in FIG.1, it is possible to use a terminal including both a function of thetransmission terminal 2 (see FIG. 2) in the first embodiment and afunction of the reception terminal 3 (see FIG. 13) in the secondembodiment. The use of such a terminal enables file exchange withoutcaring a function of a terminal at the other end.

Although the three templates shown in FIG. 5 are prepared in order toset display information 82, other templates may be prepared. Further, astructure is possible in which the display setting screen HG5 shown inFIG. 16 is prepared and display or non-display (non-display using atransparent font) of each item included in transmission information 81is set. On this occasion, the e-mail transmission and reception system100 may be so structured that a display position of text or a font coloror a font size used for display are set. A structure is possible inwhich a highlight including boldface or a underscore can be set.

The e-mail transmission and reception system 100 may be structured sothat contents of a composite file F2 can be displayed based on desiredconditions of a user who intends to use the composite file F2irrespective of preset display conditions of transmission information 81(see FIG. 7 or FIG. 8). For example, a window similar to the displaysetting screen HG5 shown in FIG. 16 is displayed on the receptionterminal 3 before opening the composite file F2 and changes of thedisplay conditions are accepted for each item included in thetransmission information 81. Then, the composite file F2 is opened basedon the changed display conditions to display the contents.

The first and second embodiments can apply to a file other than the PDF,for example, a file created by presentation software or spreadsheet. Inthe case of a spreadsheet format, for example, transmission information81 is inserted into the first page (sometimes referred to as “sheet” inthe spreadsheet) as a text object. Alternatively, a page (sheet) isnewly added and the transmission information 81 is written into apredetermined cell on the added page.

When a format where a text object and an image object can not beoverlapped with each other, such as TIFF, is used as an image file F1,transmission information 81 may be added to the image file F1 asattribute information of the file (e.g., “property” in Windows®). Inthis case, an e-mail address specified in “Bcc” is not added. Also inthe case of a format where no image object is included, such as an audiofile, it is sufficient that transmission information 81 is added asattribute information of the file.

In the first and second embodiments, the explanation is made to the casein which the conventional encryption system is used to encryptinformation. However, a public key cryptosystem can be used to encryptinformation. In this case, a recipient, i.e., a user at the receptionterminal 3 prepares a pair of a private key and a public key and onlythe public key is distributed to other users beforehand. Whentransmitting an e-mail message EM and a composite file F2 to thereception terminal 3, the transmission terminal 2 encrypts informationusing the public key. Then, a recipient who has received the encryptedinformation decrypts the information using the private key. As analgorithm for the encryption, an RSA, an elliptic curve cryptosystem orthe like is used.

Structures, processing contents, processing order and timing forperforming processing of each part or whole part of the e-mailtransmission and reception system 100, the transmission terminal 2 andthe reception terminal 3, contents of the transmission information 81,window structures, encryption means and others can be varied as requiredwithin the scope of the present invention.

While the presently preferred embodiments of the present invention havebeen shown and described, it will be understood that the presentinvention is not limited thereto, and that various changes andmodifications may be made by those skilled in the art without departingfrom the scope of the invention as set forth in the appended claims.

1. A data communication device comprising: a reception portion forreceiving an e-mail message to which a first file is attached; a filegeneration portion for generating a second file by adding contents ofthe e-mail message to the first file; and a file storage portion forstoring the generated second file in a storage medium.
 2. A method formanaging data comprising: generating a composite file by addingtransmission information for sending a message to a recipient to anobject in the message; and storing the generated second file in astorage medium.